Purchase Invoices

Overview

📥 Direction: NetSuite → Zudello
🔄 Sync Type: Incremental sync
⏱️ Frequency: Every 15 minutes
📋 Entity: Vendor bills with line items and expense allocations

Vendor bills (purchase invoices) flow from NetSuite to Zudello for historical reference, audit trails, and reconciliation purposes. The integration handles both item-based and expense-based vendor bills with intelligent document type classification.

Key Benefits

✅ Document Type Intelligence - Automatic INVOICE vs EXPENSE classification
✅ Complete History - Full vendor bill audit trail in Zudello
✅ Expense Allocation - Support for non-inventory expense bills
✅ Multi-level Approval - Track approval status and history
✅ Dimension Support - Full department, class, and location tracking

Processing Strategy

The integration uses sophisticated SuiteQL queries that:

• Join vendor bill headers with line details
• Determine document type based on line composition
• Handle both inventory and expense transactions
• Filter for posted bills only
• Support multi-subsidiary scenarios

Field Mappings

Header Fields

NetSuite Field	Zudello Transaction Field	Data Type	Notes
tranid	document_number	String	Bill number/reference
trandate	date_issued	Date	Bill date
duedate	date_due	Date	Payment due date
entity	supplier	Relation	Links to Supplier
currency	currency	Relation	Links to Currency
subsidiary	subsidiary	Relation	Links to Subsidiary
postingperiod	posting_period	String	Accounting period
approvalstatus	approval_status	String	Bill approval status
status	transaction_status	String	Posting status
exchangerate	exchange_rate	Decimal	Currency conversion rate
memo	notes	String	Header notes
terms	payment_terms	Relation	Links to Payment Terms

Line Item Field Mappings

NetSuite Field	Zudello Line Field	Data Type	Notes
line	line_number	Integer	Line sequence
item	item	Relation	Links to Item (if item line)
account	account	Relation	Links to Account (if expense line)
description	description	String	Line description
quantity	quantity	Decimal	Quantity (1 for expenses)
rate	unit_price	Decimal	Unit rate or amount
amount	total_exclusive	Decimal	Line amount ex. tax
taxamount	tax_total	Decimal	Line tax amount
grossamt	total_inclusive	Decimal	Line amount inc. tax
department	department	Relation	Links to Department
class	classification	Relation	Links to Classification
location	location	Relation	Links to Location
custcol_project	project	Relation	Links to Project

API Configuration

SuiteQL Query Structure

Complex query joining:

• Transaction table for bill headers
• TransactionLine table for line details
• TransactionAccountingLine for posting details
• Vendor table for supplier information
• Subsidiary and dimension tables

Query Filters

• transaction.type = 'VendBill' - Vendor bills only
• transaction.status = 'Posted' - Posted transactions only
• transactionline.mainline = 'F' - Exclude header lines
• transactionline.taxline = 'F' - Exclude tax lines
• lastmodifieddate >= :last_sync_date - Incremental updates

Sync Configuration

Incremental Sync Details

• Sync Field: lastmodifieddate
• Initial Load: All posted vendor bills
• Updates: Modified records since last sync
• Frequency: Every 15 minutes
• Processing Order: Oldest to newest

Document Requirements

Vendor bills are synced when:

• Status is "Posted" (not draft or pending)
• Has at least one valid line item
• Not marked as deleted or voided
• Within configured date range

Special Processing Features

Document Type Logic

The integration determines document type based on line content:

INVOICE Classification:

• Contains at least one item line
• Typically matches to purchase orders
• Includes inventory receipts

EXPENSE Classification:

• Contains only expense account lines
• No inventory items
• Direct expense allocations

Line Type Handling

Item Lines:

• Must have valid item reference
• Include quantity and rate
• Link to inventory items

Expense Lines:

• Must have account reference
• Quantity defaults to 1
• Rate equals total amount

Amount Processing

• All amounts stored in transaction currency
• Tax calculated at line level
• Totals validated against header amounts
• Support for inclusive/exclusive tax

Dimension Mapping

Full support for:

• Department allocations
• Class/Classification tracking
• Location assignments
• Project cost tracking
• Custom dimension fields

Processing Logic

Document Type Determination

IF any line has item reference THEN
  document_type = "INVOICE"
ELSE IF all lines have account reference THEN
  document_type = "EXPENSE"
ELSE
  document_type = "INVOICE" (default)
END IF

Line Processing Rules

1. Skip mainline = 'T' (header summary)
2. Skip taxline = 'T' (tax summary)
3. Process item lines with item reference
4. Process expense lines with account reference
5. Calculate missing prices from amount/quantity

Status Mapping

NetSuite Status	Zudello Status	Description
Pending Approval	PENDING	Awaiting approval
Approved	APPROVED	Approved, not posted
Posted	POSTED	Fully posted
Paid	PAID	Payment applied
Voided	VOIDED	Cancelled bill

Troubleshooting

Issue	Cause	Solution
Missing vendor bills	Status filter	Ensure bills are posted
Wrong document type	Line type detection	Verify item vs expense lines
Missing line items	Line filtering	Check mainline/taxline flags
Zero amounts	Missing rate/amount	Verify source data integrity
Dimension gaps	Unmapped dimensions	Configure dimension mappings
Approval status wrong	Custom field mapping	Verify approval field setup
Currency issues	Missing currency sync	Run currency master first

Related Documentation

• Suppliers - Vendor master data setup
• Items - Inventory item configuration
• Accounts - Chart of accounts for expenses
• Purchase Orders - Related PO tracking
• Purchase Credits - Credit memo processing
• Departments - Department dimension setup
• Projects - Project cost allocation